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Venue Reservation Requests

College Nine and John R. Lewis College have several facilities available for gatherings and events. Review the 2024-2025 UCSC Venue and Rates. You can also contact roomres@ucsc.edu with any questions. Visit each link below to view a venue's availability.

Reservations Policy

Our venues are available to the College Nine and John R. Lewis College communities, as well as the broader campus community. Members of the campus community can make venue reservation requests according to the following timeline listed below.

Reservations are limited to one pending reservation at any given time. No reservations for ongoing meetings will be approved (i.e. every Tuesday at 5pm)

Groups not affiliated with College 9 or John R. Lewis College are limited to no more than 3-4 reservations per-quarter, depending on availability.

Standard Venue Reservation Request Timeline:

Venues are available for reservation between Monday of the second week of the quarter and the last day of the quarter. Requests can only be made within the current quarter, and may be submitted starting on the first day of the quarter.

Reservations are not available between the end of Summer Session and the start of Fall Quarter. During both of these periods we do not review venue requests except as outlined below.

Early Venue Reservations Request Process:

Because it is sometimes necessary to secure a venue for an event earlier than the standard process allows for, we have created a special review process to consider early requests.

The Early Venue Reservation Request period begins 20 business days before the end of the quarter (or final summer period of summer session) and for 10 business days we accept venue requests for the following quarter. At the close of the Early Venue Reservation Request period, all requests are reviewed by college leadership and some may be granted an exception to our standard timeline. This review period typically takes 10 business days, and requestors are notified of the status of their request by approximately the final day of the quarter.

Note: All venue requests for the first week of the quarter must come through the early reservations process.

On very rare occasions we may consider even earlier requests when they are for major campus initiatives, conferences, or large scale programs that require advance planning for outreach and confirmation of guests or speakers.

Cancellation Policy

We request that if for any reason you have to cancel a reservation that you have previously made please do so at least two (2) business days prior to the event. If a reservation is canceled past this point, there will be a cancellation fee for up to half the reservation cost. This fee also applies to “no shows.”

Equipment Reservations & Student Tech Crew

Our venues have built-in audio and video systems that require Student Tech Crew to operate. If you would like access to this equipment, please indicate which A/V package suits your needs when you submit your reservation request form.

There is a Support Fee when the Student Tech Crew provides event support. The Reservations and Events Coordinator (REC) will determine the appropriate number of student staff necessary for each event, and your organization will be charged Support Fee of $25 per hour, per Student Tech Crew member supporting your event. This fee covers both staff support and the use of the A/V and other college equipment.

You may request student staff to be present for the duration of your event for troubleshooting or operating equipment even if the REC has not determined it to be necessary.

We will do our best to provide all services you need, but are limited by the availability of our student staff team. The earlier you make requests or changes, the more likely we will be about to fulfill your needs.

It should be noted that the Student Tech Crew do not provide professional level event support. They are part time student employees with limited training and experience. After consulting with the REC, if your event requires professional level event support it may be necessary to bring in assistance from Learning Technologies at additional cost.

Additional charges will apply for the following:

  • Damaged, stolen, or lost equipment
  • Extra hours Tech Crew is utilized beyond anticipated duration
  • Cleaning or maintenance that extends beyond normal expectation (waste left around facility, major spills, etc)
  • Leaving 3rd-party furniture and equipment in the venue after the agreed upon time (see below).

Rental furniture and equipment (chairs, tables, etc.) from 3rd-party companies is permitted. If you plan on bringing rental furniture/equipment please contact roomres@ucsc.edu with drop-off and pick-up details. College Nine and John R. Lewis College will NOT provide support or take responsibility for delivery, pick-up, set-up, break down, or any handling of 3rd party furniture and/or equipment. Any furniture and/or equipment left in the venue beyond the agreed upon pick-up date and time will incur full venue charges each day until furniture and/or equipment is retrieved. Additionally, this may impact your organization’s chances of approval for future venue reservation requests.

If you have questions about College Nine and John R. Lewis College facilities please contact roomres@ucsc.edu